Church Office Manager

4 weeks ago

Long Beach, United States Grace First Presbyterian Church Full time

**Grace First Presbyterian Church**

**CHURCH OFFICE MANAGER JOB DESCRIPTION**

**JOB DESCRIPTION**

The Office Manager oversees the work of the church office and provides clerical support for the program staff, church and ministry teams to achieve the goals of Grace First Presbyterian Church.

**Essential duties and responsibilities include the following. Other duties may be assigned.**

**Office Management**
- Manage day-to-day operations of the church office, including opening and closing the office, distributing mail and general office organization, keeping the office area as tidy as possible.
- Answer phones and greet visitors as a representative of the church, giving information and assistance as appropriate.
- Recruit, schedule and train volunteers to assist with phones, greeting visitors and other clerical tasks.
- Maintain Master Calendar including church and preschool activities.
- Maintain the church website, including graphic design and frequent updates of sections requiring time-sensitive information.
- Maintain Power Church database for Membership, Activities & Skills, Attendance and Visitations.
- Design and prepare Church Directory as requested.
- Maintain inventory of and purchase office supplies.
- Assure office equipment is maintained and is in good condition.
- Maintain telephone system directory and record seasonal and holiday telephone messages.
- Support matters of Human Resources and Facilities Use, including receipt of funds, check requests, and facility use agreements.
- Interact with Financial Consultant to assist with credit card orders, receipts, check requests, payroll and other matters that may arise.

**Worship Support**
- Write and format worship bulletins, announcements and Weekly Express (e-newsletter).
- Communicate with Technical Director to prepare worship slides.
- Assist in designing and preparing media and public relations pieces.
- Maintain information kiosk in Sanctuary with weekly updates.
- Oversee recording of worship attendance and sending welcome letters to new visitors.
- Maintain Flower Chart, sending donation letters and ordering Sunday flowers.
- Monitor and purchase worship and seasonal supplies.
- Coordinate Sanctuary set-up and straightening.
- Prepare memorial and wedding bulletins.
- Be the first contact for wedding inquiries/refer to Wedding Coordinator.
- Update and maintain wedding booklet and memorial fee schedules, sending fee letters as required.
- Prepare and mail weekly prayer request cards.

**Ministry & Staff Support**
- Support Ministry Teams and Preschool staff.
- Coordinate Inquirer’s Classes.
- Maintain Name Tag Ministry.
- Attend each ministry team’s meeting and/or other key events at least annually, starting with as many as occur during your first 90 days.
- Format and print the Annual Report (January) in cooperation with the Clerk of Session and Financial Consultant, obtaining reports from each Ministry team.
- Maintain membership statistics and submit monthly stats for Session records.
- Manage / design / print / distribute flyers, mailings and special marketing for church and ministry team campaigns.
- Assist with registration and liability releases for summer camps and special events.
- Coordinate registration for special events and on-line ticket sales.

**Human Resource Support**
- Assemble personnel handbooks and employee packets (created by the Personnel Team) and manage the onboarding of new employees.
- Maintain all staff Employee files.
- Oversee and record all personnel requirements - CPR certification, Sexual Harassment Prevention Training, Live Scan fingerprinting (DOJ), Safe Gatherings Background Checks and Mandated Reporter Training. Office Manager will need to become the ‘Custodian of Record’ with the Department of Justice.
- Manage FSA (Further Health Savings Accounts through the Board of Pensions), health insurance and other benefits.
- Manage time clock and prepare timecards for each pay period.
- Manage Leave Requests.

**Facilities Support**
- Supervise custodial staff and manage inventory of janitorial supplies.
- Maintain Master Calendar including scheduling room use for all church and outside activities.
- Manage all facility use and agreements with outside groups; negotiating fees, securing proof of insurance, scheduling, set up and custodial support.
- Manage KEY distribution.
- Develop and maintain a relationship with all contractors and vendors ensuring efficient facility operations and routine maintenance of equipment.
- Ensure smooth functioning and maintenance of the church facilities, working closely with facilities support staff to assure cleanliness and safety of all preschool and church spaces, and that rooms are ready when needed.
- Maintain inventory of church equipment.
- Support the Preschool and staff with facility related needs.
- Maintain all First Aid kits (5) and AED (2) on campus.
- Schedule van use and servicing. Arrange for smog certification as needed.
- Serve as staff liaison an

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